Overview

POSITION SUMMARYThe Program Assistant provides administrative and programming support to the Operations and Planning team within the Grants and Mission Investing (GMI) department.The Operations and Planning team includes a Managing Director, a Grants Manager, a Director of Monitoring, Evaluation, and Learning, and a Program Officer. The Program Assistant works closely with all team to ensure smooth operations of the department.ESSENTIAL DUTIES AND RESPONSIBILITIESAdministrative SupportUnder the direction of and in partnership with the Managing Director:Compiles and processes administrative expense reports and reimbursements incurred by the Operations and Planning team; supports processing invoices for expenses for multiple strategic initiatives.Handles logistics for team meetings and events including set-up, scheduling rooms, IT notification, food, materials, etc. Prepares materials for team meetings and handles necessary follow-up.Liaise with Corporate Secretary for Grants Committee preparation including electronic communication and attendance for the meeting, as well as support as needed during the meeting.Maintains team calendar and identifies potential conflicts or synergies, working closely with the Chief Philanthropy Officers Executive Assistant.Maintains GMI schedule of team meetings and agenda items, as well as assigned Core Values.Maintains GMIs affinity group memberships, as well as the teams digital subscriptions.Organizes hospitality for visitors as needed.Coordinates with other GMI program assistants on calendars, events and department-wide activities.Attends meetings, records and writes up notes.Works across departments such as Communications, IT, Real Estate, Finance and Legal as required for projects and events.Proactively suggests ideas for process or system improvements.GrantsInitiate grant payments for all four initiatives and Special Opportunity, including working with Lead Officers and Treasury to verify payment information, as well as notifying and confirming payments with grantees.Provide communication support and responds to email inquiries about the Grants & Mission Investing grantmaking process.OperationsIn collaboration with Managing Director and other program assistants, develops and maintains departmental administrative procedures manual.Serves as primary liaison with IT for GMIs SharePoint libraries. Maintains and updates libraries as needed and suggests improvements.Works with Human Resources and IT teams to ensure smooth onboarding of new staff members.OtherAdheres to confidentiality rules and all other Trinity Church Wall Street policies, procedures, and rules.Performs all duties in a manner that promotes Trinitys mission and core values.Assumes other related responsibilities and special projects as required.REQUIRED KNOWLEDGE, SKILLS, AND ABILITIESProficiency in Microsoft Word, Excel, Outlook and PowerPointExcellent verbal and written communication skillsExperience with meeting planning and related logisticsCreative, problem solverDetail-orientedTeam player and experience working in a team contextDemonstrates flexibility when assigned new tasks, new goals, and new systems and processesExcellent interpersonal skillsOrganized, courteous and able to handle multiple prioritiesCultural awareness and the willingness to learn and to work with diverse cultures and populationsAvailable as needed for occasional evening and weekend meetings and/or eventsREQUIRED AND PREFERRED EDUCATION, EXPERIENCE, AND CREDENTIALSA minimum of one year of administrative or program experience.Familiar with CRM or other database management programs.Bachelors degree, or the equivalent combination of training and/or work experience, in administration, hospitality, customer service or related field.Tracking

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